Non-UC Santa Cruz Researchers include those who are not a current student, faculty or staff with an active CruzID.

Starting at the Aeon Registration Page, click the "Guests and Alumni" Login option.

On the next page select First Time Users.

Create a login and password, then read and agree to our policies. You can then fill in your contact information and start requesting material. 

The First Time Users link can be hard to see, it is under the Forgot Password link. 

Using Library Search, find the item you would like to request.

1. Click on the record to open it
2. Under View Online click on Collection Guide. 
3. A new tab will open in your browser showing you the collection guide in the Online Archive of California.
4. Look through the Collection guide and determine if you want to request anything
5. When you are ready to request boxes click on the Request Items box. 
6. The Collection guide will change to a page where you can click on the boxes you wish to view. 

You are limited to ten active requests at a time. We give you the entire box to view in the reading room. Ignore the folder numbers and request by the box to maximize the boxes you can view. In other words, just click one box if all of the contents you want to see are in the same box.

There are two ways to request digital images from Special Collections and Archives. 

From your Aeon account, click on the New Requests menu. From here you can select Photoduplication Request.  Please include as much information as you can on the Order Information page.  

If a low resolution image is sufficient for your needs you are welcome export images from our Digital Collections for free. Please credit images as "Courtesy Special Collections and Archives, [collection name]"

The publication or use of any work protected by copyright beyond that allowed by fair use for research or educational purposes requires written permission from the copyright owner. Responsibility for obtaining permissions and for any use rests exclusively with the user.

Please use the More information + link found below each image to see copyright information.

To request images from the Library's Digital Collections:

1. Locate the image for which you need a high-resolution copy.
2. In the About This Item section (below the image), click on More Information+
3. Locate the Primary File Name (e.g  ms0020_neg_4804_06.tif).
4. Open a new tab and login to your Aeon account.
5. Under New Request select Photoduplication Request
6. In the Primary File Number and/or URL field supply the Primary File Name (e.g. ms0020_neg_bp_6808_24.tif)
7. Fill in the Title/Name of the collection, Format, Type of Publication, and Project Description. 
8. Submit request.

A few collections do not display the Primary File Name.  When this happens, please copy and paste the location from the navigation bar into your Aeon request. The link will look something like this: https://digitalcollections.library.ucsc.edu/concern/works/bc386k818?locale=en

It may take 1-2 weeks before your order will be available to retrieve from your Aeon account.

1. Select Order History from the top menu bar in your Aeon account. 
2. Select Order Billing from the pulldown menu. 
   
3. Click on the check box on the left hand side of the item you wish to pay for.
4. Click on the Pay Online button
5. On the Payment Details page, review the charges and the select  Pay Now. 
6. On the next page fill in your payment information. Click Pay.  

Remember, your credit card zip code and billing address zip code must agree.  If they do not, you will receive an error message and your payment will not be processed.

1. From the Order History pulldown menu Select Electronically Delivered items 
2. On the next page click on the title of the item you have requested
3. Find and click on the View Item button on the next page
4. Use the download button in your viewer to download your request

If there are any issues with the above directions, use these instructions:

1. Click on the Order History menu
2. Select Request History 
3. Click on the item title
4. Select View Item from the top menu. 
5. Use the download button in your viewer to download your request

If your viewer doesn't give you the option to download, right click on the image in order to save it to your computer. 

Requests are kept on our server for 30 days before they are automatically deleted.  If you choose the Delete option on your requests it is truly deleted and you will need to place a new request. 

We ask that all reproduced and published items (in print or electronic format) be credited as follows: “Courtesy Special Collections, University Library, University of California Santa Cruz. [collection name]”. 

Special Collections and Archives can only grant permission to use materials for which the we (on behalf of the Regents of the University of California) hold the rights. 

1. Log into your Aeon account
2. Select New Permissions request from under the New Requests menu.
3. Describe the item for which you are requesting permission to publish.
4. If you know the primary file name, please include it with your request. 
5. Provide details about the project this item will be used for. 
6. Submit your request. It can take a day or two for us to get back to you.

Should the material you are requesting belong to another entity, we will contact you with whatever copyright or rights information we have.  We do not have contact information for many of the materials in our collections. 

Provision of copies of materials in UCSC Special Collections & Archives does not imply permission to utilize materials in excess of fair use. The researcher is solely responsible for determining the copyright status of materials and, if necessary, obtaining permission to use material from the copyright holder. Written permission from the copyright holder is required for publication, distribution, or other use of copyrighted items beyond that allowed by fair use.

UCSC Special Collections & Archives cannot facilitate requests for permission on behalf of the researcher, and is unable to conduct copyright searches or counsel users in the application of copyright law. Upon request, we may provide available rights contact information, subject to the privacy needs of our donors. UCSC Special Collections & Archives does not warranty the accuracy of such information and shall not be responsible for any inaccurate information.

UCSC Special Collections & Archives charges fees for reproduction services on a cost recovery basis. Payments must be made by credit card via the UCSC Special Collections Request System. Payments may also be made by check, made out to the University of California Regents. Payment in full is required before orders are processed. Sales tax will be added to applicable reproductions.

UCSC Special Collections & Archives reserves the right to limit the number of items from a particular collection that will be copied for off-site use.

UC users: UC users are defined as UC faculty, staff, and students. UC user fees apply to university-directed research only. Patrons are limited to requesting up to 100 reproductions per year.

Processing Fee: A processing fee of $30 per hour after the first 2 hours will be charged for work performed by Special Collections to cover the search and retrieval of material. If thumbnail images are required for final selection and ordering of reproductions, a processing fee of $30 per hour, starting with the first hour, will be charged for work performed by Special Collections to create thumbnail files.

Shipping and mailing costs: There is no charge for digital files delivered via email. Costs for special mail handling such as UPS express, overnight delivery, or special shipping will be added accordingly to the reproduction and usage costs.

High Resolution Digital Images (TIFF, JPEG)

This price is inclusive of a high resolution, 16 bit RGB TIFF file and electronic delivery. For more details on scanning resolutions, see the explanation page.

Audio, Film, Video

Digital files made from audiovisual material in our repository are intended to support research, teaching, and private study. Due to copyright restrictions, we are unable to duplicate any commercially produced audiovisual materials. 

In-house digitization services are designed for access purposes, and we cannot guarantee publication quality files. Users are responsible for any post-digitization clean-up work that is needed for publication purposes. Other formats, rush orders, and large quantities may be referred to an outside vendor at the discretion of library staff and will be billed at cost. All files are delivered electronically via the UCSC Special Collections Request System. We are unable to deliver files via CD or DVD.

Text Documents (PDFs)

We are unable to create PDF scans of photographs, negatives, slides or transparencies. Photocopies are no longer provided.

While UCSC Special Collections & Archives owns the materials in our collections, we typically do not own the copyright to these materials, except where it has been explicitly transferred to the UC Regents, or when the material was created by the university. Permission fees are only charged for materials with copyright owned by UC Regents.

Permission is granted for one time non-exclusive use.

UC users are not charged a use fee for materials with copyright owned by UC Regents.

Restrictions in donor agreements associated with certain collections require that researchers obtain written permission from the copyright holder before taking photographs for personal reference use. For the following collections, permission must be sent via email (to speccoll@library.ucsc.edu) prior to photography in the reading room.

• Bateson Family Papers  (MS 113)
• Gregory Bateson Papers  (MS 98)
• Harry Mayo Surfing Photography Collection (MS 405)

Please cite all reproductions of Special Collections & Archives materials as follows: 

If copyright is held by the Regents of the University of California: 

© Regents of the University of California. Courtesy Special Collections, University Library, University of California Santa Cruz. [collection name].

If copyright is held by another organization or individual: 

Courtesy Special Collections, University Library, University of California Santa Cruz. [collection name].

Need help citing our oral histories?

See the Regional History Project's guide, How to Cite Oral History.

Special Collections & Archives welcomes you to use materials in our Digital Collections that are in the public domain and protected under Fair Use. Items in Digital Collections are available from the UC Santa Cruz Library and are intended to support research, teaching, and private study.

The publication or use of any work protected by copyright beyond that allowed by fair use for research or educational purposes requires written permission from the copyright owner. Responsibility for obtaining permissions and for any use rests exclusively with the user.

Please use the More information + link found below each image to see copyright information.